One common challenge faced by the organization is identifying underutilized licenses, which leads to additional costs and license wastage. To optimize the license, Josys enables the IT Admins to create an automated workflow to manage the underutilized licenses. This will help in identifying the unused licenses across the applications, create triggers for the workflow, set conditions for the access review, and configure the necessary actions. This leads to reduced costs, eliminating license waste, and ensuring licenses are allocated efficiently based on actual usage and needs.
Steps to creating an automated workflow for License Optimization
Step 1: Select Workflows and click New Workflow.
Step 2: Click Create Workflow from License Optimization.
Step 3: Select Trigger on which the workflow will be executed.
Step 4: Select apps for which you wish to run action and click on Next.
Step 5: (Optional)On the Condition screen, you can set conditions such as department, role, or employment category. If no conditions are required, please click “Skip” in the bottom right corner.
Step 6: On the Access Review screen, you can create a review step to ask a question and provide the necessary options to the user before taking any action. Select the App Reviewer/App Owners to assign the review request and click Next to proceed.
Step 6: By default, the receivers get the access review request notification via email, although you may also choose to send the notification to their respective Slack workspace. Click Next to proceed to the next step.
Step 7: Next, configure one or more actions to be executed when the workflow conditions are met based on the response received by the user. You can choose to:
- Remove user app accounts
- Create JIRA Ticket
- Create Manual Task
- Send an email to the recipient
- Create HTTP Request
Step 8: Once all actions are configured, click Next to proceed.
Step 9: Click Save Workflow to save this workflow. The workflow is enabled by default; however, you may disable it in this step.
Step 10: The newly created workflow is displayed on the Workflow screen, from where you can view workflow run history, edit, or delete a workflow.